Placentia City Council
AGENDA REPORT
TO: CITY COUNCIL
VIA: CITY ADMINISTRATOR
FROM: DEPUTY CITY ADMINISTRATOR / PUBLIC SERVICES & INFRASTRUCTURE DATE: JANUARY 9, 2024
SUBJECT: AMENDMENT NO. 2 TO MAINTENANCE SERVICES AGREEMENT WITH DFS
FLOORING FOR CARPET CLEANING SERVICES
FISCAL
IMPACT: EXPENSE: $45,142 REVISED AGREEMENT AMOUNT
BUDGET: $ 1,104 FISCAL YEAR 2023-24 OPERATING BUDGET
(103654-6290)
SUMMARY:
On December 1, 2020, the City Council awarded a Maintenance Services Agreement to DFS Flooring (DFS) for carpet cleaning services at City Hall and the Police Station. The Maintenance Services Agreement with DFS amounts to $8,482 per year and has a cumulative not -to -exceed contract amount of $25,500 for the five-year contract term. Staff is recommending an amendment to increase the contract not -to -exceed amount by $19,642 to account for a rate increase of five percent, a contract term extension for two additional years and a ten percent contingency should additional cleanings be necessary. The current contract term is set to expire on December 1, 2025. The recommended actions will allow the City to have sufficient contractual authority for the remainder of the contract term. The contract costs for carpet cleaning services with DFS are included within the current Fiscal Year 2023-24 Operating Budget.
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1. Approve Amendment No. 2 to the Maintenance Services Agreement with DFS for carpet cleaning services increasing the annual contract not -to -exceed amount by $19,642 or a revised cumulative contract amount of $45,142 for the entire contract term; and
2. Authorize the City Administrator and/or his designee to execute all necessary documents, in a form approved by the City Attorney.
STRATEGIC PLAN STATEMENT:
There is no specific Strategic Plan Goal or Objective associated with this Council action.
1.c.
Jan 09, 2024
City Council Agenda
January 9, 2024
DISCUSSION:
The City has utilized DFS for the past three years for carpet cleaning services at City Hall and the Police Station. Throughout this period, DFS has delivered exceptional service. The City previously exercised the option to extend the contract by an additional two-year term. Based upon contractor performance and the rising costs of providing services, Staff recommends approving a five percent rate increase for the remainder of the contract term. The Consumer Price Index (CPI) from the start of the contract through August 2023, the latest date for which data is available, is approximately 16 percent. Given the CPI increase, a five percent increase appears reasonable.
Staff recommends amending the contract to add funds to accommodate the rate increase and additional years of service.
FISCAL IMPACT:
The recommended actions will approve Amendment No. 2 to the Maintenance Services Agreement with DFS, increasing the total contract amount by $19,642 for the remainder of the existing term, for a revised total contract amount of $45,142. Sufficient funds exist for the recommended actions. The future cost of these services will be proposed in the operating budgets for future fiscal years.
Prepared by: Reviewed and approved:
5amiaan{iva isi6tibt
Samantha Byfield
Public Works Manager
Reviewed and approved:
Jennifer Lampman
Director of Finance
Reviewed and approved:
Luis Estevez Damien R AFrula ~'
Deputy City Administrator City Administrator
Attachments:
1. Amendment No. 2 — DFS Flooring
2. DFS Proposal
AMENDMENT NO. 2 TO
MAINTENANCE SERVICES AGREEMENT
PROVISION OF CARPET CLEANING SERVICES WITH
DFS FLOORING
This Amendment No. 2 ("Amendment") to Maintenance Services Agreement is made and entered into effective the 9th day of January, 2024, by and between the CITY OF PLACENTIA, a Charter City and Municipal Corporation ("CITY"), and DFS FLOORING, a California corporation (hereinafter "CONTRACTOR"). CITY and CONTRACTOR are sometimes hereinafter individually referred to as "Party" and or collectively referred to as the "Parties."
A. Recitals.
(i). CITY and CONTRACTOR entered into a Maintenance Services Agreement ("Agreement") effective December 1, 2020, through which CONTRACTOR has been providing maintenance services as more fully explained in the Scope of Services attached to the Agreement as Exhibit "A."
(ii). The Parties now seek to amend the Agreement to increase the annual rate by five percent, increasing the cumulative not -to -exceed amount by Nineteen Thousand, Six Hundred Forty -Two Dollars ($19,642) for the additional carpet cleaning services as result of the five percent rate increase, the two-year contract extension and 10 percent contingency.
(iii). All legal prerequisites to the making of this Amendment have occurred.
NOW, THEREFORE, in consideration of the mutual covenants and conditions set forth herein, the Parties agree as follows:
B. Amendment to Agreement.
1. Section 2, Paragraph 1 of the Agreement is hereby amended to read as follows:
2.1. Compensation Contractor shall be paid in accordance with the fee schedule set forth in Exhibit "B" and compensation may be adjusted on an annual basis as outlined in Exhibit "A". Contractor's total annual compensation shall not exceed Nine Thousand, Eight Hundred Twenty -One Dollars ($9,821).
2. Except as specifically modified herein, all of the terms, conditions and provisions of the Agreement shall remain in full force and effect.
3. The Agreement, all amendments together with this Amendment No. 2 and all Exhibits attached thereto, constitutes the entire Agreement between the Parties and supersedes all prior negotiations, arrangements, representations, and understandings, if
any, made by or between the Parties with respect to the subject matter hereof. No amendment or other modification of the Agreement, as modified by this Amendment No.2 shall be binding unless executed in writing by both Parties hereto, or their respective successors, assigns, or grantees.
4. Each of the undersigned represents and warrants that he or she is duly authorized to execute and deliver this Amendment No. 2 and that such execution is binding upon the entity for which he or she is executing this document.
IN WITNESS WHEREOF, the Parties have caused Amendment No. 2 to the Maintenance Services Agreement are to be executed as of the day and year first above written.
CONTRACTOR CITY OF PLACENTIA
By: By:
Stephen Washle Damien R. Arrula
Maintenance Sales Manager City Administrator
ATTEST:
By:
Robert S. McKinnell, City Clerk
APPROVED AS TO FORM:
By:
Christian L. Bettenhausen, City Attorney
DFS FLOORING
January 3, 2024
Samantha Byfield
City of Placentia
401 East Chapman Avenue
Placentia, CA 92870
Dear Samantha,
On behalf of DFS Flooring, LP., thank you for the opportunity to present our Carpet Maintenance Proposal. We appreciate such a great, long term relationship with you.
This proposal is the result of our many years cleaning for you and our experience in providing like services at similar locations throughout California.
Service Program: Clean carpet in high traffic areas once a month (twelve times per year), moderate traffic areas once every three months (four times per year) and light traffic areas once a year. Moderate areas not being cleaned will be spot cleaned.
Service would include:
- Carpet will be cleaned with either low moisture chemistry and spot cleaning, or hot water extraction as necessary.
Investment - $ 744.00 per month ($8,928 per year)
Payment is net 30 days. Only accessible carpet areas will be cleaned and no furniture moving is included. Pricing is good through Dec 1St, 2025. Thank you for the opportunity to provide this pricing and we look forward to helping you achieve your flooring goals.
Sincerely,
12-5-23
Steve Warble Date
Maintenance Division Manager
DFS Flooring 2916 E. Coronado St, Anaheim, CA 92806 Ph: 714-493-9864 Fx:714-238-9267